WEST VIRGINIA STATE TAX DEPARTMENT

Transcription

1 WEST VIRGINIA STATE TAX DEPARTMENT 2013 Electronic Media Specifications For 1099 & W-2G

2 What s New for s and W2Gs are required ONLY if they have West Virginia withholding. ALL FORMS -Transmitter T Record, Payer A Record, and Payee B Record; Payment Year, Field Positions 2-5,must be updated with the four-digit reporting year (2012 to 2013), unless reporting prior year data. See IRS Publication 1220 for all changes and updates General Information for Tax Year 2013 Beginning January 2012 you will be able to submit your W-2 Information through MyTaxes at MyTaxes provides a more secure environment to submit data files and requires less paperwork to process. As of January 1 st 2011, information returns of any one type for 50 or more payees must be submitted on electronic media following the specifications set forth by the IRS in Publication All files submitted to the state of West Virginia MUST be in text (.txt) format. All files MUST contain record delimiters. Electronic media must be postmarked by February 28th. If you are unable to make this deadline, you may submit a written request for extension of time for filing WV/IT-103. Your request must be postmarked by February 28 th. It is imperative that the files submitted have a contact phone number and address entered in the appropriate positions. Failure to include correct and complete contact information may result in the rejection of your submission by the State of West Virginia. Enclose a completed Form WV/IT-105.1, Transmitter Summary and a completed Form WV/IT-103, Annual Reconciliation, for each payer s record that is included on the media. Note: These documents are not required for files submitted through MyTaxes. The State of West Virginia does not participate in the Combined Federal/State Filing Program. Mailing Address: Courier or Overnight Deliveries (ONLY): West Virginia State Tax Department West Virginia State Tax Department TAAD/ Withholding Revenue Center / Withholding PO Box Lee Street East Charleston, WV Charleston, WV

3 MEDIA TYPES and REQUIREMENTS MEDIA TYPES MyTaxes CD ROM MyTaxes MyTaxes provides a more secure environment to submit data files and requires less paperwork to process. If you are not already registered for MyTaxes, when accessing you will be required to complete the following steps: Taxpayer Verification This requires your Federal Tax ID Number, individual taxpayer ID number, social security number or WV tax ID number. In addition you will choose a tax account type, the account number and your zip code. Create Logon Information Add Access to Accounts (Optional) Once registered, you may request access to any or all of your tax accounts that are available on MyTaxes. If you have any issues or questions, please contact one of the following: Christine.D.Stephenson@wv.gov Christina.D.Davidson@wv.gov Jonathan.P.Haynes@wv.gov Gregory.A.Mattox@wv.gov Zenda.L.Griffith@wv.gov Steven.D.Facemire@wv.gov Importing 1099 Files Log into MyTaxes I Want To (Left side) Click Submit 1099 Click Import (Upper right corner) Click Browse to locate your file to submit. (Must have (.txt) extension) Click Open Click Import

4 (If all fields are GREEN and all information displayed is correct) Click Submit (upper right corner) Print the conformation page for your records (If you did not receive a Confirmation page, your file has NOT been submitted) Manually Adding Electronic 1099 Information (Not recommended for more than 10 forms) 1. Log into Mytaxes and locate Special Actions in blue column on left 2. Choose Submit Check box for Manual Input of Forms 4. Select Add Transmitter Record Complete Required Information (Yellow Fields) Click OK Note: When information is added boxes turn GREEN indicating information is editable. 5. Select Add Payer Records Complete Required Information Click OK 6. Select Add 1099 Records by Type Locate Blue Hyperlink with RED! To Complete Form Click OK 7. Repeat Steps 5 & 6 for All 1099s of Each Type (to add a new record of the SAME type, click the add-record tab at the top of the screen). Note: If Transmitting More Than One Type of 1099 Repeat Steps 5 & 6 8. If you have entered 1099 records with state tax withholdings select Add State Controls, enter the Payer EIN, return type and state for each payer with 1099 records indicating state tax withholdings. 9. Click OK 10. Click SUBMIT 11. Re-enter password and click OK 12. Print page for your records CD ROMs MUST include a WV/IT Transmitter Summary Report (Page 6) and WV/IT-103 Annual Reconciliation

5 CD ROMs must have External Label containing the following: Name, address and FEIN of sender Name and telephone number of contact person Type of information being reported (e.g. 1099) and tax year Volume number (if multi-volume reports) File name must be 1099report.txt or 1099report.zip and open to file name 1099report.txt. Character set must be ASCII. All non-numeric data must be uppercase. Record delimiter must be carriage return and line feed. All records must be 750 bytes in length. Record Layout & Record Delimiters TYPE T DESCRIPTION TRANSMITTER MEDIA POSITIONS SPECIFIC INSTRUCTIONS Follow IRS specifications dated A PAYER Follow IRS specifications dated B PAYEE Follow IRS specifications dated B PAYEE State Income Tax Withheld for Form 1099-MISC, 1099-R, & W- 2G. C F END OF PAYER END OF TRANSMISSION Follow IRS specifications dated Follow IRS specifications dated THIS INDICATES THE END OF FILE. IT MUST BE THE LAST ON THE FILE, APPEARING ONLY ONCE. NO DATA GETS PROCESSED AFTER THE CODE 'F' Record Delimiters A record delimiter must follow each record in the file except for the last record. The record delimiter must consist of two characters, and those characters must be carriage return and line feed (CR/LF). Make sure each record is exactly 750 characters by adding spaces at the end as needed. The carriage return character and the line feed character must be placed in positions 751 and 752, respectively. DO NOT Place a record delimiter before the first record Place more than one record delimiter i.e., more than one carriage / line-feed combination, following a record Place record delimiters after a field within the record

6 West Virginia State Tax Department Transmitter Summary Report Tax Year Transmitter Name Address City, State & Zip FEIN Contact Phone Media: CD Rom Computer Manufacturer and Model used to create report List all payers included in this filing (attach additional sheets if needed) Name FEIN # of forms * File name must be 1099report.txt or 1099report.zip and open to 1099report.txt. Any other file name will be rejected and returned. Note: For each CD ROM submitted, please complete a separate Media Transmitter Report. To ensure against damage during shipping package CD ROMs appropriately. Mail all completed reports along with Form WV/IT-103 Annual Reconciliation and media to: Mailing Address: Courier or Overnight Deliveries (ONLY): West Virginia State Tax Department West Virginia State Tax Department TAAD/ Withholding Revenue Center / Withholding PO Box Lee Street East Charleston, WV Charleston, WV